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Kaunihera | Council Ngā Mēneti Wātea | Open Minutes Kaunihera | Council Ngā Mēneti Wātea | Open Minutes Minutes of a meeting of Matamata-Piako District Council held in the Council Chambers, 35 Kenrick Street, TE AROHA on Wednesday 9 June 2021 at 9.00am. Ngā Mema | Membership Koromatua | Mayor Ash Tanner, JP (Chair) Koromatua Tautoko | Deputy Mayor Neil Goodger Kaunihera ā-Rohe | District Councillors Donna Arnold Caitlin Casey Teena Cornes Bruce Dewhurst James Sainsbury Russell Smith Kevin Tappin James Thomas Sue Whiting Adrienne Wilcock Kaunihera | Council 9 June 2021 Ngā whakapāha | Apologies Cr Caitlin Casey Kaimahi i reira | Staff Present Name Title Item No. Don McLeod Chief Executive Officer Tamara Kingi Committee Secretary and Corporate Administration Officer Andrea Durie Senior Communications Officer Mike van Grootel Roading Manager Public Forum Sandra Harris Corporate Strategy Team Leader Public Forum, 7.1, 7.2, 7.3 Niall Baker Corporate Strategy Team Leader Public Forum, 7.1 Manaia Te Wiata Group Manager Business Support Public Forum, 7.3, 7.4, 8.1 Erin Bates Placemaking and Engagement Lead 7.3 Rexine Hawes Communications Officer 7.3, 7.4 Chris Lee Project Manager 7.3, 7.4 Roger Lamberth Property and Community Projects 7.3, 7.4 Manager I reira | In Attendance Time In Time Out Chloe Blommerde – Stuff Reporter, Waikato Times 8.58am 10.17am Ginny Spence 8.58am 9.09am George Burton – Grey Power Morrinsville 8.58am 9.30am Carol Greenville – Grey Power Morrinsville 8.58am 9.30am Bevan Goldsmith 9.02am 10.26am Shaun O’Neill – GEO Metrics 9.09am 9.30am Minutes Page 2 Kaunihera | Council 9 June 2021 1 Whakatūwheratanga o te hui | Meeting Opening Mayor Ash Tanner declared the meeting open at 8.58am and welcomed members of the public, media and staff. 2 Ngā whakapāha | Apologies / Tono whakawātea | Leave of Absence That the apology from Cr Caitlin Casey be accepted and leave of absence from the meeting be granted. Moved by: Cr D Arnold Seconded by: Cr J Sainsbury KUA MANA | CARRIED 3 Pānui i Ngā Take Ohorere Anō | Notification of Urgent Additional Business Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states: “An item that is not on the agenda for a meeting may be dealt with at that meeting if- (a) The local authority by resolution so decides; and (b) The presiding member explains at the meeting, at a time when it is open to the public,- (i) The reason why the item is not on the agenda; and (ii) The reason why the discussion of the item cannot be delayed until a subsequent meeting.” Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states: “Where an item is not on the agenda for a meeting,- (a) That item may be discussed at that meeting if- (i) That item is a minor matter relating to the general business of the local authority; and (ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but (iii) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.” 4 Whākī pānga | Declaration of interest Members are reminded of their obligation to declare any conflicts of interest they might have in respect of the items on this Agenda. Minutes Page 3 Kaunihera | Council 9 June 2021 5 Whakaaetanga mēneti | Confirmation of minutes WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION That the minutes of the meeting of the Ordinary Meeting of Matamata-Piako District Council held on 12 and 13 May 2021, be confirmed as a true and correct record of the meeting. Moved by: Cr D Arnold Seconded by: Cr S Whiting KUA MANA | CARRIED WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION The minutes of the Ordinary Meeting of Matamata-Piako District Council held on Monday, 17 May 2021, be confirmed as a true and correct record of the meeting, on the condition that declaration incorrectly recorded against Cr Donna Arnold be removed. Moved by: Cr T Cornes Seconded by: Cr S Whiting KUA MANA | CARRIED 6 Take i puta mai | Public Forum Ginny Spence in attendance to discuss the Dog Park Te Aroha. Ginny provided a presentation and map of a suggested dog park site in Te Aroha (attached under annexure “tabled on the day”. George Burton of Grey Power Morrinsville in attendance to discuss concerns relating to the core management of projects in Morrinsville, including pensioner housing, footpaths, roading, water, wastewater and stormwater. George requested that Council provide an itinerary for street sweepers so the community know when to expect the leaves from Council trees will be collected/cleaned. This year alone, George has spent approximately $50.00 clearing leaves and taking them to the tip. George also noted his concern with parliament moving to two nations. Carol Greenville of Grey Power Morrinsville in attendance to discuss the state of the pavements in the area. A number of people have had falls and mobility scooters are finding it difficult to manoeuvre on the cobblestones around the Morrinsville CBD, where they are broken or split. Adding to that, the pathways are dirty, particularly outside of shops where shop owners do not clean the paths as “they are Council owned”. Shaun O’Neill of GeoMetrix in attendance to discuss the costs associated with power when developing new property on rural residential sites where power supply is required to satisfy the title. Costs to supply power are significant. To enable further development in rural lots, there needs to be the ability for alternative standalone power supplies of the ability to have power supplied at a later date to reduce costs of the developer. Power supply is going a similar way to telecommunications has in the past and Council need to keep policies current. Minutes Page 4 Kaunihera | Council 9 June 2021 7 Pūrongo me whakatau | Decision Reports 7.1 Elected Members' Declaration of Interests 6 7.2 Fees and Charges 2021/22 8 7.3 Town Centre Revitalisation Programme and Budget approval 12 7.4 Headon Stadium - Floor Solution 17 8 Information Reports 8.1 Te Aroha Domain Working Party - Minutes of 24 May 2021 20 8.2 Mayoral Diary for May 2021 21 Minutes Page 5 Kaunihera | Council 9 June 2021 8 Pūrongo me whakatau | Decision Reports Elected Members' Declaration of Interests CM No.: 2443342 Rāpopotonga Matua | Executive Summary In accordance with the Local Authorities (Members’ Interests) Act 1968, an elected / appointed member of any committee of a local authority is responsible for ensuring: It is not affected by personal motives when participating in decision of the local authority; It does not obtain preferential treatment from the local authority in contracting situations; It does not enter into contracts with local authority where the total of payments made to it (on behalf of the local authority) exceeds $25,000 including GST, in any financial year; and It does not participate in matters of local authority where it may have a financial interest, other than an interest in common with the public. WHAKATUANGA A TE KAUNIHERA | COUNCIL RESOLUTION That: 1. The information be received. 2. Elected members complete a declaration of interest form to the best of their knowledge for the period 1 July 2021 – 30 June 2022, and provide same to the committee secretary by 1 July 2021. Moved by: Cr A Wilcock Seconded by: Cr K Tappin KUA MANA | CARRIED Horopaki | Background Contracts Where an elected/appointed member may exceed the limit of $25,000, The Office of the Auditor General (OAG) may grant an approval or exemption. Prior approval may be given, only if the Auditor General is satisfied that conditions, as detailed in the Act, have been met. The conditions of exemption are complex, and members should take care to ensure that they understand how the Act may apply to them, as well as the consequences of not complying. Where non compliance has occurred and a contract exceeds the prescribed financial limit, the elected/appointed member will be disqualified from performing duties for the local authority. Conflict of Interest Elected/appointed members must make a general declaration of interest as soon as practicable after becoming aware of any such interests. These declarations are recorded in a register of interests maintained by Council. Members may also contact OAG for guidance on whether there is a financial interest. If an interest exists, an exemption may be sought for the member to participate or vote on a particular issue. Failure to observe requirements of the Local Authorities (Members’ Interests) Act 1968, could lead to a decision or action taken by the local authority invalidated. Furthermore, it could lead to an elected/appointed member being prosecuted under the Act. In the event of a conviction, an elected/appointed member may be disqualified from office. Page 6 Elected Members' Declaration of Interests Kaunihera | Council 9 June 2021 Elected/appointed members should also be familiar with the common law concerning non-financial conflicts of interest. This includes issues of predetermination and bias (whether real or perceived) when making decisions as an elected/appointed member of Council. If an elected/appointed member decides that they have a non-financial interest they must: Declare an interest when the matter arises at a meeting; Ensure their declaration is recorded in the minutes; and Abstain from discussion or voting on the matter. Neglecting to observe the common law may result in judicial review of a decision. OAG’s guide to managing conflicts of interest can be found https://oag.parliament.nz/good- practice/conflicts-of-interest.
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